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Dealer Plate Policy

Purpose:
The purpose of this policy is to provide clear guidelines for the use, management, and tracking of dealer plates at [Dealership Name]. This ensures compliance with Arizona state regulations and dealership standards.

1. Scope

This policy applies to all employees, contractors, and authorized personnel at [Dealership Name] who handle or use dealer plates for business purposes.

2. Policy Statement

Dealer plates are a privilege granted to dealerships for specific business-related purposes. [Dealership Name] requires strict adherence to this policy and Arizona state laws regarding the proper use and management of dealer plates.

3. Permitted Uses

Dealer plates may only be used for:

  1. Business Purposes:

    • Transporting vehicles to and from auctions or other dealerships.
    • Test drives by potential customers.
    • Employee use for business-related purposes.

  2. Personal Use by Owners and Full-Time Employees:

    • Owners listed on the dealership license.
    • Employees working at least 24 hours per week may use dealer plates at any time, for business or personal use, as allowed by Arizona law.

  3. Limited Use by Part-Time Employees and Contractors:

    • Employees working fewer than 24 hours per week and contractors may use dealer plates only during business hours and exclusively for business-related purposes.

4. Prohibited Uses

Dealer plates must not be used for:

  • Laden Vehicles:
    • Vehicles carrying cargo or loads unrelated to dealership business.
  • Unauthorized Drivers:
    • Individuals not listed as employees, contractors, or owners on the dealership license.
  • Non-Business Purposes:
    • Personal errands or recreational activities by part-time employees or contractors.

5. Dealer Plate Log Requirements

To comply with Arizona law, [Dealership Name] will maintain a detailed dealer plate log for tracking usage. This log must include:

  1. Plate number issued.
  2. Date and time of check-out.
  3. Purpose of use.
  4. Name of driver.
  5. Date and time of return.

Log Management

  • Use Arizona Form 48-8906 or an equivalent log that collects the required details.
  • Logs must be updated immediately when plates are checked out or returned.
  • Store completed logs securely for a minimum of 3 years for auditing purposes.

6. Responsibilities

6.1 Management

  • Ensure dealer plates are issued only to eligible individuals.
  • Conduct regular audits of dealer plate logs to confirm compliance with dealership policy and Arizona regulations.

6.2 Employees

  • Employees must use dealer plates only for approved purposes and accurately document their use in the dealer plate log.
  • Employees must promptly report any loss, theft, or damage to dealer plates.

6.3 Compliance Officer

  • Review and verify the accuracy of dealer plate logs during periodic audits.
  • Report any violations of this policy or state regulations to dealership management.

7. Incident Reporting

  • Any misuse, theft, or loss of dealer plates must be reported immediately to the Compliance Officer or General Manager.
  • The dealership will investigate incidents and take corrective actions, including notifying the Arizona Department of Transportation (ADOT) if necessary.

8. Penalties for Misuse

Violations of this policy may result in:

  • Revocation of dealer plate privileges for the individual involved.
  • Disciplinary action, up to and including termination of employment.
  • Fines or penalties imposed by the Arizona Department of Transportation.

9. Monitoring and Auditing

  • Conduct monthly reviews of dealer plate logs to ensure compliance.
  • Review state requirements annually to ensure the dealership’s policy aligns with current regulations.

10. Policy Updates

This policy will be reviewed and updated annually or as changes to Arizona state regulations or dealership practices occur.

Acknowledgment
I acknowledge that I have read and understand the Dealer Plate Policy and agree to comply with its provisions.

Employee Signature: ___________________________
Date: ___________________________

Manager Signature: ___________________________
Date: ___________________________

This policy ensures compliance with Arizona dealer plate regulations while protecting dealership assets. Let me know if you need further guidance or customizations!